Employee Handbook Creation Checklist

Craft a concise statement of your company's mission, vision, and core values that sets the tone for the entire handbook.

Write a brief, authentic welcome message from leadership that conveys company culture and expectations for new employees.

Include a brief company overview and organizational chart to help employees understand where they fit within the organization.

Place a prominent at-will employment statement early in the handbook making clear the handbook does not constitute an employment contract.

Explain that the handbook provides guidelines, that policies may change, and that the most current version supersedes prior editions.

Write a comprehensive EEO policy listing all protected classes under federal, state, and local anti-discrimination laws.

Develop a detailed policy defining harassment, providing multiple reporting channels, and explaining the investigation and resolution process.

Define employment categories including full-time, part-time, temporary, exempt, and non-exempt with clear eligibility implications.

Outline the hiring process including background checks, reference verification, I-9 completion, and orientation requirements for new employees.

Describe the interactive accommodation process and the company's commitment to providing reasonable accommodations for qualified individuals with disabilities.

Address policies regarding personal relationships between coworkers, reporting requirements, and potential conflicts of interest.

Specify pay frequency, available payment methods, direct deposit procedures, and the process for resolving paycheck discrepancies.

Explain overtime eligibility, prior authorization requirements, timekeeping procedures, and consequences for falsifying time records.

Describe available benefits, eligibility waiting periods, enrollment procedures, and qualifying life event change processes.

Detail the process for submitting business expenses, required documentation, approval workflows, and reimbursement timelines.

Provide a high-level explanation of the stock option program, vesting schedules, and direct employees to detailed plan documents.

Define the paid time off structure including accrual rates, maximum balances, request procedures, and payout terms at separation.

Write a sick leave policy that meets the most protective requirements of all states and localities where employees work.

Describe eligibility, entitlements, notice requirements, and job protection under federal FMLA and applicable state family leave laws.

Detail parental leave benefits including duration, pay, eligibility, and the process for requesting and returning from leave.

List observed company holidays, explain floating holiday provisions, and describe expectations for employees who work on holidays.

Address bereavement leave, jury duty, voting leave, military leave, and any other leave types required by applicable law.

Establish behavioral expectations covering professional conduct, conflicts of interest, confidentiality, and gifts or outside employment.

Outline the disciplinary process including verbal warnings, written warnings, and termination while preserving management discretion.

Define rules for using company equipment, email, internet, software, and explain that company systems are subject to monitoring.

Set guidelines for personal social media use that respect employee rights while protecting company reputation and confidential information.

Establish eligibility requirements, productivity expectations, equipment provisions, and communication standards for remote workers.

Describe workplace appearance expectations with enough flexibility to accommodate religious observances and disability-related needs.

Describe the company's commitment to a safe workplace, injury reporting procedures, and employee responsibilities under OSHA guidelines.

Write a substance abuse policy that addresses testing, prohibited conduct, and accommodations while complying with state marijuana laws.

Explain the voluntary resignation process, notice expectations, final pay timelines, company property return, and exit interview procedures.

Draft a signature page confirming the employee received the handbook, understands at-will employment, and agrees to follow company policies.

Submit the complete handbook draft to an employment attorney for legal review before distributing it to employees.

Determine whether to distribute the handbook digitally or in print and set up a system to track employee acknowledgment signatures.